Assign Advanced Set Rights
This topic gives an overview of the options in an employee's Advanced Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees.. Before selecting these checkboxes in an employee's record for the first time, create a Test User to check that the permissions are right.
This topic covers:
Set Rights Roles
If the package includes Set Rights Roles, save time by creating a generic role with Set Rights permissions and assigning it to multiple employees.
For example, create an Employee role with Set Rights permissions that apply to all standard employees in the company. Then use the Employee Selector to assign the role to them. This avoids updating each employee's Set Rights individually in their records.
If the package does not include Set Rights Roles, follow the steps in this topic.
Access an employee's Set Rights
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Sign in to Staffology HR.
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In the navigation menu, select Directories.
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To find the required employee, search in the Employees tab or any other tab, then select the employee's record.
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To edit the record, select Edit on the employee's record, then select the Personal tab.
Or, select the Edit icon displayed on the employee's name.
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Select Actions, then select Set Rights.
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To open the advanced settings, select Advanced at the bottom of the screen.
A screen showing the employee's Self Rights, Team Rights and Secondary Rights opens.
The table summarises the Set Rights levels.
| Level | Controls employees' access to |
| Self Rights |
The information employees can update in their My Details tabs. |
| Team Rights |
Used mostly for line managers and system administrators. Gives access to other employees' information, which Where Clauses control. |
| Secondary Rights |
Gives an employee access to additional information not covered by Team Rights. |
For each item (tab), select from these access options:
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View
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Create
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Modify
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Delete
Update Self Rights
An employee's Self Rights set the access they have to their own information in My Details. Select each checkbox as required to give the employee access to the system area.
The key features of this screen are:
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A tick displays for each tab or function the employee can access. Without View selected on a tab, the employee cannot open it.
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A cross displays for each tab or function the employee cannot access.
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The colour-coded tabs at the top of the screen (Default, Update Self, Self Sensitive Data and so on) match the options at the top of the main Set Rights screen.
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The default (purple) items show the employee's basic access to the system.
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Give employees Delete permissions for their personal information only. This stops employees deleting important information from other My Details tabs.
To tell admins when an employee updates information in the Personal, Contract or Payroll tabs, add a notification email.
Giving an employee Create and Delete permissions for their Personal tab allows them to add and delete key contacts. Employees open Key Contacts by going to My Details, selecting Personal, selecting Actions, then selecting Key Contacts.
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Giving Modify permission on the Payroll tab allows the employee to update only their bank account and passport details.
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To switch all permissions for a row or column on or off, select the row or column label. Or, switch items on or off one at a time.
To save the changes, select Save. If the employee has direct reports, select Team Rights next, then Secondary Rights.
Team Rights for a standard employee
The checkboxes in Team Rights do not usually apply to standard employees, because selecting them gives access to other employees' information.
Instead, use the Where Clause Allows you filter records using a specific criteria. in Team Rights to allow employees to view non-sensitive absence When an employee or worker is absent from work. This can be for a variety of reasons. information in the Group Absence Calendar for employees in their team or company.
With no checkboxes selected and a Team Where Clause added, the employee has read-only access to the Group Absence Calendar for all employees the Team Where Clause covers. The Where Clause in Team Rights matches the Team Where Clause on the first Set Rights screen.
If Team Rights are needed for a standard employee, these conditions apply:
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With no indicators ticked in Team Rights and no Team Rights Where Clause in place, the employee has no access to any other employees.
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Selecting a checkbox in Team Rights with no Team Where Clause in place gives the employee access to the information for that indicator for all employees.
Team Rights for a line manager
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With no checkboxes selected and no Team Where Clause in place, the line manager cannot access other employees' information in the My Details tabs.
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Selecting a checkbox in an employee's Team Rights with no Team Where Clause gives the employee access to the information for the selected indicator for all employees. The employee also views these employees in the Group Absence Calendar.
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Selecting a checkbox in Team Rights with a Team Where Clause in place gives the employee access to the information for that checkbox for the employees the clause covers.
The line manager also views all employees the Team Where Clause covers in the Group Absence Calendar, if the View checkbox is selected in the Absence column. Without View, the line manager cannot access the Group Absence Calendar.
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With no indicators selected but a Team Where Clause in place, the employee has read-only access to the Group Absence Calendar for all employees the Team Where Clause covers.
Secondary Rights
Secondary Rights apply when an employee needs access permissions beyond their Team Set Rights. For example, heads of departments may need one set of permissions to manage their direct reports and another set to view certain information only for their entire department.
Examples of employees who need Secondary Set Rights access include:
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A Health and Safety officer who needs access to the Accidents tab for all employees, to view details of workplace accidents.
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A head of IT who needs access to the Equipment tab for all employees, to view, create, modify and delete equipment records.
Secondary Rights do not usually apply to standard employees.
Team Rights override Secondary Rights. If an employee needs access to information about other employees under Secondary Rights, also select the same checkboxes in the employee's Team Rights.
Secondary Rights tips
When setting up Secondary Rights:
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Allow the employee access to their own information by setting up their Self Set Rights.
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Set up their Team Set Rights to give access to the direct reports of the employees they manage. Select the same checkboxes in Team Rights as in Secondary Rights.
For more guidance, go to Assign Secondary Set Rights.
Add Secondary Rights in an employee's record
First, select the relevant checkboxes in the employee's Self Set Rights for their permission requirements. Then set up Team Rights and Secondary Rights, depending on whether the employee manages a team with direct reports and needs access to sensitive information about those reports.
Employees without direct reports
Set up access to specific tabs in Team Rights instead of Secondary Rights.
For example, the head of IT has no direct reports but keeps equipment up to date for everyone in the company. To give the head of IT access to this tab for everyone in the company, select View, Create, Modify and Delete in the Equipment column in Team Rights, then add 1=1 in the Team Rights Where Clause.
Employees with direct reports
In Secondary Rights, set up the employee's access to information about all other employees. Select View, Create, Modify and Delete in the columns for the relevant tabs.
For example, the head of IT has direct reports but also needs full access to the Equipment tab for everyone in the company. Select View, Create, Modify and Delete in the Equipment column and leave everything else deselected. Team Rights override Secondary Rights, so select the same checkboxes in Team Rights.
To apply the access to the whole organisation, set the Where Clause as 1=1.
1=1 is a technical term meaning the statement always equals true.
Save the changes
To save the changes, select Save. The employee now has access to the required tabs for selected employees or for all employees in the company, depending on the checkboxes selected.